Office Secretory and Archive Officer 64 views

Number of Required: 2

Key Duties and Responsibilities:  Your typical duties as a records officer will generally include the following:

• Creating & maintaining company databases to ensure quick retrieval of information.
• Developing record distribution and storage policies.
• Auditing the information that is created and stored within the company.
• Analyzing your company’s information needs and developing procedures to ensure these requirements are met.
• Referring to policy & legislative requirements in order to determine the length of time company records are kept.
• Potentially overseeing the transition from paper to electronic management systems.
• check incoming paperwork (correspondence, invoices, etc.) and make copies before distribution
• Maintain appropriate registration of incoming and outgoing company-related letters and correspondence by providing appropriate reference numbers upon issuance of delivery of documents to the recipient on a timely basis.
• Providing the necessary support to ensure the accountability, transparency and regulatory requirements of the company are met.
• Establishing new records management systems
• Developing, maintaining, verifying and evaluating existing systems
• Overseeing the switch from paper to electronic record-keeping
• Writing reports and publications
• Dealing with inquiries and requests for information from both internal and external clients
• Ensuring that financial, legal or administrative requirements and regulations are complied with
• Ensuring that data is protected
• Classifying and indexing records
• Destroying or archiving finished data/records
• Ensuring that records are easily accessible when needed
• Maintain an effective documentation and filing system through indexing, referencing and filing as may be necessary.
• Control the file movement within the company and factory
• Manage the duplication, scanning, etc. of documents.
• Maintain a well-managed archive for ease of reference and retrieval of information.
• Participate in the procurement process of office supplies, consumables, services and equipment by identifying the required consumables.
• Any other duty may be assigned from time to time.

Qualifications, Skills and Experience:

• BA degree at Business management, Business administration, statistics, secretarial science, IT, Office management  and related fields with  5-8 year of proven experience as a file clerk, archive clerk or related in a finance department
• Knowledge of filing systems
• Very good knowledge of MS Office and office equipment such as printer, photocopier, scanner, etc.
•  Good command of English both oral and written
•  Dependable with respect to confidentiality and policies
• Excellent organizational skills
• Great attention to detail
• Excellent IT skills